This glossary will help you understand the key metrics and terminology used in ActivTrak for BI - AI Insights. Use this reference to interpret report data and effectively communicate findings on AI adoption to your leadership team.
Definition
A prefix applied to a metric name to indicate the change in that
metric for a higher AI Adoption Maturity stage compared to the
Stage
0 baseline. Delta isn't a standalone metric; it is applied to
four
productivity metrics—% Overall Utilization, Workday Span (Hrs),
%
Focused Time, and % Core Activity Efficiency—as a difference
rather
than a raw value. A ▲ indicates the metric is higher than the
Stage
0 baseline, and a ▼ indicates it's lower. The unit "pp" stands
for percentage points.
Calculation
Δ [Metric] = [Metric value at Stage 1, 2, or 3] − [Metric value
at
Stage 0 baseline]
Example
If Stage 0 users have a Core Activity Efficiency of 42% and Stage
2 users have a Core Activity Efficiency of 51%, Δ % Core Activity
Efficiency for Stage 2 = 51% − 42% = ▲ +9pp
Where to find it
Impact report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
The percentage of productive time spent in applications classified
as AI Tools & Assistants, expressed as a percentage of total
productive
time. This metric appears at two levels: per-user (used to classify
AI Adoption Maturity and shown on the Adoption page's team table)
and organization-wide or team-wide (shown as an aggregate average
on the Impact and Adoption Overview cards).
Calculation
(AI Usage Time / Productive Time) × 100%
Example
If a user has 7 Productive Hrs/Day and spends 42 minutes/day
in AI
tools,
their % AI Usage = (42 / 420) × 100% = 10%
Where to find it
Impact report:
Adoption report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
The percentage of the analyzed workers classified as Stage 1
or higher, meaning anyone using AI tools at all, regardless of
depth.
Calculation
(Users with AI activity / Users Analyzed) × 100%
Example
If 148 out of 339 Users Analyzed have used an AI tool during
the
selected
time period, % AI Users = (148 / 339) × 100% = 44%
Where to find it
Impact report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
The percentage of users who used at least one approved AI tool
during
the selected time period.
Calculation
(Using Approved AI / Users Analyzed) x 100%
Where to find it
Compliance tab:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
The percentage of users who used at least one unapproved standalone
or embedded AI tool during the selected time period.
Calculation
(Using Unapproved AI / Users Analyzed) x 100%
Where to find it
Compliance tab:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
A classification framework that assigns each user to a maturity
stage based on how consistently and deeply they use AI tools
in their daily work. Maturity is inferred from three signals:
- Usage Frequency — how consistently a user engages with AI during workdays (Daily, Regular, Sporadic, or No Usage)
- % AI Usage — percentage of productive time spent using AI
- AI Interaction Frequency — average number of AI sessions per day
Together, these signals map each user to one of four stages: Stage 0 (No Usage), Stage 1 (Research Assistance), Stage 2 (Task Execution), or Stage 3 (Workflow Integration).
Where to find it
Impact report:
- AI Adoption Maturity Impact on Productivity Metrics
- AI Adoption Maturity by Team
- Overall Utilization by AI Adoption Maturity
- Core Activity Efficiency by AI Adoption Maturity
Adoption report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
The average number of times per day a user initiates a new AI
session.
This
metric captures how frequently a user returns to AI tools throughout
the
workday, reflecting how deeply AI is embedded in their moment-to-moment
workflow. AI Interaction Frequency is one of three signals used
to
determine
a user's
AI Adoption Maturity
stage.
Example
A user who has a regular schedule where she opens Copilot in
the
morning to
draft a report, returns after lunch to refine a presentation,
and
uses it once
more in the afternoon for research has an AI Interaction Frequency
of
3 sessions/day.
Where to find it
Adoption report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
A classification of each AI tool as Approved,
meaning
your organization
treats it as sanctioned, or Unapproved, meaning
it's running without
formal approval. This is often referred to informally as "shadow
AI."
Note: Approved AI applications or websites are those that have been classified as Productive and assigned to the AI Tools & Assistants category. See Activity Classification for more information.
Example
Your organization has classified ChatGPT, Claude, and Microsoft
Copilot
as Productive, so the Compliance report shows them as
Approved. An employee starts using Perplexity
for
research, and it's classified as Unproductive (while still an
AI
Tool & Assistant), so it shows as Unapproved.
Where to find it
Compliance report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
The count of distinct AI tools a user interacts with during
a selected time period, measuring breadth of AI tool adoption
at
the individual level.
Note: Approved AI applications or websites are those that have been classified as Productive and assigned to the AI Tools & Assistants category. See Activity Classification for more information.
Example
A user who accesses ChatGPT, Copilot, and Claude during a given
month
has an
AI Tools Used count of 3.
Where to find it
Adoption report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
The average AI productive time per Active Day, measured in minutes.
Reflects how much time a user or team dedicates to AI tools on
a typical working day.
Calculation
AI Usage (Mins) / Active Days / Users Analyzed
Example
A user with 13 hours of AI usage over 20 Active Days uses AI
an average of 39 minutes per day. On the Adoption
page's AI Adoption by Team table, teams show their per-user average
for this metric: a team averaging 45 minutes per day per user
is heavier on AI than a team averaging 15 minutes per day, even
if both teams have similar overall Users Analyzed counts. This
metric is a useful segmentation tool for enablement or license
optimization decisions, since it isolates depth of engagement
from breadth of adoption.
Where to find it
Adoption report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Also known as Tools Discovered
Definition
The total number of distinct applications classified under the
AI
Tools & Assistants category that were used during the selected
date range, regardless of whether they're Approved or Unapproved.
This count serves as the denominator for tool-level compliance
exposure.
Example
If your organization has 14 applications classified as AI Tools
&
Assistants and all 14 showed usage in the selected period, All
AI
Tools = 14
Where to find it
Compliance report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Also known as Approved AI Tools
Definition
The count of AI Tools & Assistants classified as Productive,
and
therefore shown with an AI Tool Status of Approved. These are
the
tools your organization has sanctioned for use.
Example
If 14 AI tools were discovered and 9 are classified as Productive,
Approved AI Tools = 9
Where to find it
Compliance report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Also known as Core Activity Eff. and % Core Activity Eff.
Definition
The percentage of total productive time a user spends on Core
Activities
—
the high-value applications and tasks designated as mission-critical
by your
organization. This metric indicates how well AI adoption is supporting
or
redirecting effort toward the work that matters most.
Core Activities are configured via Activity Alignment.
Calculation
(Core Activity Time / Productive Time) × 100%
Example
If a team spends an average of 4.2 hours per day in Core Activities
out of
7 productive hours/day, their % Core Activity Efficiency = (4.2
/
7) × 100%
= 60%
Where to find it
Impact report:
- AI Adoption Maturity Impact on Productivity Metrics
- AI Adoption Maturity by Team
- Core Activity Efficiency by AI Adoption Maturity
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Also known as % Focused Time
Definition
The percentage of a user's productive time spent in focused,
uninterrupted
work, typically defined as sessions longer than a configured
threshold
(for example, 30-plus minute blocks without switching applications).
Calculation
(Focused Time / Productive Time) × 100%
Example
If a team spends an average of 4.2 hours per day in Focused Time
out of
7 productive hours/day, their % Core Activity Efficiency = (4.2
/
7) × 100%
= 60%
Where to find it
Impact report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Also known as % Overall Utilization
Definition
The average daily productive time as a percentage of the user's
or
team's
productivity goal. This metric reflects how fully employees use
their
available
working time for productive activities.
Calculation
(Average Productive Hrs/Day / Productivity Goal) × 100%
Example
If a user's productivity goal is 7 hours/day and they average
7.35
productive
hours/day, their % Overall Utilization = (7.35 / 7) × 100% =
105%
Where to find it
Impact report:
- AI Adoption Maturity Impact on Productivity Metrics
- AI Adoption Maturity by Team
- Overall Utilization by AI Adoption Maturity
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
Users with no recorded AI activity during the selected time period.
These users
represent the largest enablement opportunity and have not yet
begun
experimenting with available AI tools.
Criteria
- No usage (0% AI Usage and 0 AI Interaction Frequency)
Example
A user who worked 22 days during the time period but has zero
recorded
activity
in any AI tool is classified as Stage 0.
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
Users who use AI tools sporadically, or regularly but at a low
percentage
of
their productive time (10% AI Usage or less). AI is being tried
or
explored,
but has not yet become a consistent part of the workflow.
Criteria
- Sporadic usage (any % AI Usage and any AI Interaction Frequency), or
- Regular usage with % AI Usage ≤ 10% (any AI Interaction Frequency)
Example
A user who opens ChatGPT a few times per week to look up quick
answers
but
spends less than 10% of their productive time in AI tools is
classified
as
Stage 1.
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
Users who use AI tools regularly or daily at a moderate percentage
of their
productive time, with a bounded number of daily sessions. AI
is actively
used
to draft, analyze, or refine work outputs on a consistent basis.
Criteria
- Regular usage with % AI Usage > 10% and ≤ 20% (any AI Interaction Frequency), or
- Regular usage with % AI Usage > 20% and AI Interaction Frequency ≤ 5 sessions/day, or
- Daily usage with % AI Usage ≤ 10% (any AI Interaction Frequency), or
- Daily usage with % AI Usage > 10% and AI Interaction Frequency ≤ 5 sessions/day
Example
A user who opens Copilot every day to draft emails and summarize
documents —
spending about 15% of their productive time in AI tools with
roughly
3 sessions
per day — is classified as Stage 2.
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
Users who use AI tools daily or regularly for a high percentage
of
their
productive time, using a combination of AI and
non-AI
tools.
AI is embedded in their workflows and decision-making, producing
near-final
outputs.
Criteria
- Regular usage with % AI Usage > 20% and AI Interaction Frequency > 5 sessions/day, or
- Daily usage with % AI Usage > 10% and AI Interaction Frequency > 5 sessions/day
Example
A user who spends more than 20% of their day across Claude, Copilot,
and
Genspark — switching between AI tools and other applications
more
than 5 times
per day — is classified as Stage 3.
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
An
organizational unit in ActivTrak
that groups users together based on shared characteristics such
as department,
function, reporting structure, or project assignment. Teams (also
known as
Groups)
serve as a primary filter for analyzing productivity data and
enable comparative
analysis across different groups within an organization.
Teams in ActivTrak:
- Created and managed by administrators
- Allow for hierarchical structures (teams within teams)
- Serve as filters for dashboards and reports
- Enable team-level goal setting and benchmarking
- Provide context for productivity comparisons
Where to find it
Impact report:
Adoption report:
Compliance report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
The count of AI Tools & Assistants classified as Unproductive,
and
therefore shown with an AI Tool Status of Unapproved. These are
tools
running in the environment that your organization hasn't sanctioned,
sometimes called "shadow AI."
Example
If 14 AI tools were discovered and 5 are classified as Unproductive,
Unapproved AI Tools = 5
Where to find it
Compliance report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Also known as Usage (Hrs)
Definition
The amount of time in hours spent using
AI tools across all users
in
the selected
population during the selected time period. This metric reflects
the absolute
volume of AI activity, unlike the percentage-based
% AI Usage
metric, which measures AI time as a share
of
productive time.
Example
A team of 50 users collectively logs 210 hours of AI tool activity
during a
given month. Their Usage for that period is 210
hrs.
Where to find it
Adoption report:
Compliance report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
A classification of how consistently a user accesses AI tools
relative to their
scheduled workdays. Usage Frequency is one of three signals used
to determine
a user's
AI Adoption Maturity
stage.
- Daily — AI activity recorded on every workday
- Regular — AI activity on at least 50% of their workdays
- Sporadic — AI activity on fewer than 50% of their workdays
- No Usage — No recorded AI activity
Where to find it
Adoption report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
The total number of users who meet certain criteria, such as
using
a specific AI tool.
Example
In the AI Tools Discovered table on the Compliance tab,
852 Users were measured to have used Claude
for
any amount of time in the last 6 months.
Where to find it
Adoption report:
Compliance report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
The total number of users who were active during the selected
time
period. A
user is counted as active if they have at least some recorded
digital
activity
during the period, regardless of whether they used AI tools.
Example
A team of 50 employees is analyzed over a 30-day period. Of those,
42 have
recorded digital activity during that time — the remaining 8
were
on leave or
had no recorded activity. Users Analyzed equals 42,
regardless
of
whether those
users opened an AI tool. This count serves as the baseline for
calculating
metrics like % AI Users and
% AI Usage.
Where to find it
Impact report:
Compliance report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Also known as % of Users
Definition
The percentage of Users Analyzed that fall into each of the four
AI Maturity Model stages.
Example
In the Marketing team, 36% of users fall into
Stage
1 of the AI Maturity Model.
Where to find it
Impact report:
Adoption report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Also known as Unapproved AI Tools
Definition
The count of users leveraging at least one Approved AI tool during
a selected time period, and the percentage of the analyzed population
they represent.
Example
In a 500-user organization, 320 users use at least one Approved
AI
tool during the month, so the Compliance report shows
320 users using Approved AI.
Where to find it
Compliance report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Definition
The count of users leveraging at least one Unapproved AI tool
during a selected time period, and the percentage of the analyzed
population they represent. This is your shadow AI exposure metric.
Example
In a 500-user organization, 145 users are using at least one
Unapproved AI tool, so the Compliance report shows
145 users using Unapproved AI.
Where to find it
Compliance report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)
Also known as Workday Span (Hrs)
Definition
The average elapsed time, in hours, from a user's first recorded
activity to their last activity in a working day. This metric
captures
whether AI adoption affects the shape and length of the working
day.
Example
A user records activity from 9:00 AM to 5:15 PM, an
8.25-hour Workday Span. Another user who typically
starts at 8:30 AM and finishes at 6:30 PM shows a 10-hour
span.
Where to find it
Impact report:
Package availability*
Workforce Management
Productivity Optimization
Workforce Management + Productivity Optimization Bundle
*Requires
ActivConnect API (Add-on)
and
AI Insights (Add-on)